Documentation Specialist jobs in Amarillo, TX

Description

Position Summary

The Communications Specialist provides administrative support to the organization and is primarily responsible for ensuring the efficient flow of information between clients, visitors, and other guests of the organization with PCS staff by performing a variety of clerical and tasks including filing, scheduling, mail distribution, and call transfers. The Community Intake Specialist is often the first point of contact for PCS, and is also responsible for ensuring a welcoming, positive experience for all that call and enter the office(s).

Essential Duties

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Essential Duties:

• Provides outstanding customer service while greeting clients and staff upon arrival or when answering phone calls and addressing questions and concerns
• Answers and transfers phone calls, screening when necessary
• Takes detailed and accurate messages and notes
• Accepts, distributes, and sends mail and packages to and from program personnel
• Schedules client services and notifies staff members of any cancellations or unscheduled visitors.
• Checks clients in and out according to PCS policies and procedures; escorts clients to appropriate areas and staff
• Ensures the lobby/reception area is clean, and sanitized daily
• Enters data into appropriate systems; makes copies, scans paperwork, etc.
• Maintains knowledge of all PCS programs to ensure client satisfaction.
• Restocks all brochures, pamphlets, etc. with proper labeling
• Checks emails, voice mails, etc. and returns communications in a timely manner
• Establishes and maintains courteous, professional relationships with clients
• Provides accurate information in-person and via phone/email when answering questions or addressing client concerns
• Provides detailed descriptions of services, programs, fundraisers, etc.
• Actively promotes PCS, our services, programs, and any promotions such as fundraisers via flyers and social media; create graphics and content for this purpose
• Maintains confidentiality in all PCS matters
• Regularly attends, participates in, and help organize staff meetings, fundraisers, and training sessions
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Performs timely and accurate data entry and maintains appropriate filing systems
• Assists in coordinating and scheduling staff travel, meetings, appointments, training, etc.
• Maintains and builds positive relationships with all levels of staff
• Acts as a PCS point of contact and provides clerical support for the organization, serving employees with excellence in a manner aligned with organization values and purpose.
• Provides general clerical support to PCS staff.
• Conducts self and performs work in an ethical manner in accordance with PCS standards of conduct, and other applicable policies
• Attendance and participation in organizational team meetings and all staff days is required, some of which may be off site and on weekends
• Other duties as assigned

Other Duties:

• Maintains a strong working knowledge of PCS standards including policies and procedures, organizational standards, grant and program compliance, procurement standards, and all other applicable policies and procedures as outlined by PCS.

Qualifications

Qualifications

Education: High School Diploma or equivalent preferred.

Licenses and Certifications: N/A

Experience: 1 years of experience in an administrative role required; Some experience in a Community Action Agency or other similar non-profit organization preferred

Skills:

• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent customer service skills.
• Ability to work independently.
• Ability to prioritize tasks.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the systems utilized by the organization
• Basic math skills required.
• Proficiency in understanding, speaking, and writing in English and Spanish

Other Requirements: Valid drivers license required. Must have liability insurance coverage. Bilingual ability in understanding, speaking, reading, and writing both English and Spanish strongly preferred.